Preventative Maintenance 101: Seasonal Checklist for Property Managers

As a property manager, you already know that reactive maintenance can wreak havoc on your time, your budget, and your residents’ satisfaction. That’s where preventative maintenance steps in—saving you from costly surprises and keeping your portfolio running smoothly, season after season.

At FilterTime™, we work with property managers across the country to streamline HVAC maintenance and improve resident experience through scheduled air filter deliveries. But air filters are just one piece of the puzzle. Let’s break down what a seasonal preventative maintenance strategy should look like.

🍂 Fall Maintenance Checklist (Prep for Heating Season)

Fall is your chance to get ahead of winter wear-and-tear. Think of it as the pre-season warm-up.

Interior:

• Replace air filters across all units (dirty filters strain heating systems)
• Inspect and test smoke and CO detectors
• Check for drafts around doors and windows
• Clean or inspect furnace and heating system
• Flush water heaters to remove sediment buildup
• Test sump pumps if applicable

Exterior:

• Clear gutters and downspouts
• Inspect the roof for missing shingles or soft spots
• Trim trees and branches away from roofs and power lines
• Winterize outdoor spigots and irrigation systems

🛠️ Pro Tip: FilterTime can automate filter replacements across your entire portfolio, so you’re not chasing tenants or juggling reminder systems.

❄️ Winter Maintenance Checklist (Stay Ahead of Emergencies)

Winter is about minimizing cold-weather disruptions and ensuring your residents stay warm and safe.

Interior:

• Ensure filters are clean and properly sized (clogged filters = resident complaints + HVAC wear)
• Check for frozen pipe risks in vacant units or underinsulated areas
• Inspect insulation in attics and crawl spaces
• Encourage residents to report issues early (leaks, drafts, heating problems)

Exterior:

• Monitor for ice damming on roofs and gutters
• Remove snow/ice from high-traffic areas
• Keep HVAC units clear of snow buildup

💡 Did you know? Clean filters can reduce HVAC-related work orders by up to 40%—making winter far more manageable.

🌸 Spring Maintenance Checklist (Reset & Refresh)

Spring is the ideal time to assess winter damage and prepare for warmer weather.

Interior:

• Replace air filters before A/C units fire up
• Service A/C systems to ensure cooling efficiency
• Inspect ceilings and walls for signs of leaks or moisture
• Deep clean common areas and shared spaces

Exterior:

• Check for cracks in pavement or walkways caused by freeze-thaw cycles
• Clean windows and inspect seals
• Power wash exterior surfaces (siding, decks, patios)
• Inspect landscaping systems for damage

🌼 Use spring as a marketing moment—remind residents their comfort matters by highlighting clean air, maintenance checkups, and property improvements.

☀️ Summer Maintenance Checklist (Cool Comfort is Key)

Summer heat can stress HVAC systems—this is your time to prevent mid-July emergencies.

Interior:

• Ensure all filters are clean and replaced (especially for tenants with pets)
• Verify A/C systems are cooling efficiently
• Monitor for mold/mildew in high-humidity zones
• Inspect water heaters and plumbing for summer strain

Exterior:

• Clean and inspect outdoor A/C units for debris
• Check for signs of pest activity around units and foundations
• Review pool maintenance (if applicable) for safety and compliance
• Test sprinkler systems and set watering schedules

☀️ Bonus tip: Offer a mid-year filter replacement to residents as part of your resident benefits package—automated through FilterTime™.

🧰 Why Preventative Maintenance Pays Off

Preventative maintenance isn't just a best practice—it's a profit-preserving strategy. Here’s what it helps you do:

• 🔧 Reduce emergency repairs that eat into margins
• 🏡 Improve resident satisfaction and retention
• 📉 Lower HVAC-related maintenance costs
• 💰 Protect owners’ assets and increase NOI

🚚 Make Air Filter Replacement the Easiest Part of Your Maintenance Plan

FilterTime partners with property managers to take one major task off your plate: air filter replacements. Our program:

✅ Automates delivery on your schedule
✅ Offers bulk pricing and portfolio-wide customization
✅ Reduces HVAC-related work orders by up to 40%
✅ Saves your residents up to 15% on energy bills
✅ Increases satisfaction with cleaner indoor air

📘 Want Even More Cost-Saving Strategies?

Download our free eBook:
The Property Manager’s Guide to Reducing Operational Costs

In this guide, we’ll walk you through actionable strategies to:

• Streamline your maintenance operations
• Boost tenant retention
• Uncover hidden cost-saving opportunities across your portfolio

Whether you manage a few doors or thousands, this eBook will equip you with the tools to cut costs without cutting corners.

👉 Download the eBook now and take control of your operational expenses today.